2018-2019 Accountability Best Practices

Accountability

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ractices:

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2020-2021

Data Reporting Guide for Trouble-free

Accountability Data

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Accountability Best Practices: Data Reporting Guide for

Trouble-free Accountability Data

Overview

The purpose of this document is to help districts understand how data submitted in Center for Educational

Performance and Information (CEPI) and Michigan Department of Education (MDE) data systems impacts

accountability calculations and provide some specific student examples.

This document currently is organized by data system and then shows how data from that system impacts Michigan¡¯s

school accountability systems. The data systems discussed are:

? CEPI¡¯s Educational Entity Master (EEM)

? CEPI¡¯s Michigan Student Data System (MSDS)

? MDE¡¯s Office of Educational Assessment and Accountability (OEAA) Secure Site

? CEPI¡¯s Registry of Education Personnel (REP)

? MDE¡¯s Career and Technical Education Information System (CTEIS)

? MDE¡¯s Grant Electronic Monitoring System (GEMS)

? CEPI¡¯s MI School Data

Lastly additional resources and contact information for school accountability and for each of the discussed data

systems are provided at the end of this document in the section ¡°Additional Resources and Contact Information¡±.

What¡¯s New

? Currently, 2020-21 state assessments and accountability are planned to resume

? Updated sections

? ¡°Steps to Success¡±

? MSDS: Student Demographics: Students with Disabilities

? New Sections

? OEAA Secure Site

? MI School Data

? Accountability Calendar

? EEM: EEM Contacts

? MSDS: Program Participation: Alternative Education

? MSDS: Program Participation: Early Middle College

? GEMS: GEMS Contacts

? Additional Resources and Contact Information: OEAA Secure Site Supports

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Accountability Best Practices

Table of Contents

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

What¡¯s New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

Steps to SUCCESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Michigan Student Data System (MSDS) . . . . . . . . . . . . . 3

MSDS Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Unique Identification Code (UIC) . . . . . . . . . . . . . . . . 3

Student Record Maintenance (SRM) Uploads . . . . . 4

¡°AS OF¡± Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Certification Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Primary Education Providing Entity (PEPE) . . . . . . . . 5

Enrollment & Exit Records . . . . . . . . . . . . . . . . . . . . . 5

Student Demographics . . . . . . . . . . . . . . . . . . . . . . . . 6

Race/Ethnicity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Economically Disadvantaged (ED) . . . . . . . . . . . . . 7

English Learners (ELs) . . . . . . . . . . . . . . . . . . . . . . . 8

Students With Disabilities (SWD) . . . . . . . . . . . . . . 9

Grade Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Student Residency Codes . . . . . . . . . . . . . . . . . . . . . 11

Attendance (Chronic Absenteeism) . . . . . . . . . . . . . 12

Graduation Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Student Course Information . . . . . . . . . . . . . . . . . . 13

Course Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Course Completion Status . . . . . . . . . . . . . . . . . . . 14

Program Participation Codes . . . . . . . . . . . . . . . . . . 14

At-Risk (Section 31a) Students . . . . . . . . . . . . . . . 14

Alternative Education . . . . . . . . . . . . . . . . . . . . . . 15

Early Middle College . . . . . . . . . . . . . . . . . . . . . . . 15

OEAA Secure Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

OEAA Secure Site Overview . . . . . . . . . . . . . . . . . . . 16

Pre-Identification . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

WIDA Test Exceptions . . . . . . . . . . . . . . . . . . . . . . . . 16

False English Learner Appeal . . . . . . . . . . . . . . . . . . 17

Verification of Accountable Students Enrolled

and Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Verification of Answer Documents Received

and Not Tested Students . . . . . . . . . . . . . . . . . . . . . 18

Accountability Best Practices

Registry of Education Personnel (REP) . . . . . . . . . . . . .

REP Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accountability Systems & Components Impacted

by REP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

School Assignments . . . . . . . . . . . . . . . . . . . . . . . . .

Assignment Codes . . . . . . . . . . . . . . . . . . . . . . . . . . .

Assignment grades . . . . . . . . . . . . . . . . . . . . . . . . . .

Career and Technical Education Information System

(CTEIS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

CTEIS Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accountability Systems & Components Impacted

by CTEIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Unique Identification Code (UIC) . . . . . . . . . . . . . . .

Educational Entity Master (EEM) . . . . . . . . . . . . . . . . . .

EEM Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

EEM Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Educational Setting . . . . . . . . . . . . . . . . . . . . . . . . . .

School Emphasis . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Grant Electronic Monitoring System (GEMS) . . . . . . . .

GEMS Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . .

GEMS Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Assurance of Compliance with All Applicable

Laws . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

MI School Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

MI School Data Overview . . . . . . . . . . . . . . . . . . . . .

MI School Data Secure Access . . . . . . . . . . . . . . . . .

School Grades Preview . . . . . . . . . . . . . . . . . . . . . . .

Accountability Calendar of Events . . . . . . . . . . . . . . . .

Additional Resources and Contact Information . . . . . .

Accountability Supports . . . . . . . . . . . . . . . . . . . . . .

OEAA Secure Site Supports . . . . . . . . . . . . . . . . . . .

Michigan Student Data System (MSDS) Supports .

Registry of Education Personnel (REP) Supports . .

Career and Technical Education Information

System (CTEIS) Supports . . . . . . . . . . . . . . . . . . . . . .

Educational Entity Master (EEM) Supports . . . . . . .

Grant Electronic Monitoring System (

GEMS) Supports . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Steps

to

SUCCESS

Submitting accurate data in state systems (Educational

Entity Master ¨C EEM; Michigan Student Data System

¨C MSDS; and Office of Educational Assessment and

Accountability ¨C OEAA Secure Site) is critical for clean

assessment and accountability reporting. Below are

important steps to ensure data quality before, during,

and after state tests.

Step 1 ¨C Setup Communications

Update the following communication channels to

ensure your schools and districts receive important

information related to accountability throughout

the year.

? Sign-up for OEAA¡¯s weekly Spotlight newsletter

(mde-spotlight). This is the MDE¡¯s

primary method of communicating information

about assessment and accountability.

? Sign-up for CEPI Announcements (

cepi/0,4546,7-113-69964---,00.html). This is

CEPI¡¯s primary method of sharing updates about

its applications.

? Update EEM Contacts

? Update GEMS Contacts

Step 2 ¨C Submit Accurate Data in

MSDS General Collections

In addition to driving funding, data submitted in the Fall,

Spring, and End-Of-Year MSDS General Collections are

all also used for accountability. Districts should make

every effort to ensure the data submitted in MSDS

General Collections reflect the most recent student

demographics and program eligibility/participation.

Enrollment and demographic data can be updated

between general collections by submitting Student

Record Maintenance (Step 6).

1

Step 3 ¨C Pre-Identify Students for

State Assessments

Pre-identification allows student assessment records

to be linked to MSDS enrollment and demographic

records. The Michigan Department of Education (MDE)

pre-identifies students using the most recent certified

MSDS data in December for WIDA and January for

M-STEP. By default, students are assigned to the

general assessment (WIDA ACCESS and M-STEP/PSAT8/

SAT). If the alternate assessment (WIDA Alternate

ACCESS or MI Access) is appropriate, the school or

district should re-assign the student to that test cycle

in the OEAA Secure Site.

For students changing schools/districts after the

MDE pre-identifies students, the district assessment

coordinator at the new district is responsible for

finding and claiming the student¡¯s existing Pre-ID

record in the OEAA Secure Site.

In the rare event a student does not have an existing

Pre-ID record (this will only occur for students new

to the state, previously attending private school, or

previously homeschooled), the district assessment

coordinator should create a Pre-ID record for the

student in the Secure Site. However, when creating

a Pre-ID record the district assessment coordinator

should work with their district¡¯s authorized MSDS

user(s) to ensure the UIC, first name, last name, date

of birth, and gender used for Pre-ID exactly match the

information submitted to MSDS for each student.

Step 4 ¨C Review Accountable

Students Enrolled and

Demographics Reports

Accountability participation rates and subgroup

membership are determined by rosters shown

in the Accountable Students Enrolled and

Demographics reports available under the

Accountable Students & Test Verification

Function. Verifying these reports is vital to

ensuring accurate data are used to calculate

accountability results.

? Check for new/exited students

? Verify expelled students have been

properly exited

? Check for missing UICs

? Check for students with an Enrolled UIC/Tested

UIC conflict

? Verify student demographics

? Verify students¡¯ grade level

? Verify students taking the MI-Access are flagged

as Special Education students

? Verify students taking the WIDA Access for ELLs

are flagged as English learner students

Demographic and enrollment changes are only taken

from MSDS ¨C un-assigning a student in the Secure Site

does not remove accountability for that student ¨C a

MSDS SRM record must be submitted to make these

changes.

Step 5 ¨C Answer Documents Received

and Not Tested Students

This report in the OEAA Secure Site allows schools

and districts to see all online test sessions and

all paper-pencil answer documents received by

the testing contractor for their school or district.

Verifying this report is critical to ensure the correct

data are used to calculate accountability results.

? Verify all test sessions/answer documents are

listed. Missing answer documents (or missing

students) must be reported at this time.

?

Verify prohibited behavior (PB) and

non-standard accommodation (NS) flags are

accurate. PB and NS flags will invalidate test

scores.

?

Verify ¡°Out of Level¡± flags are accurate.

This flags a student who took a different

grade-level test than the enrolled grade

reported in MSDS and invalidates the test

score.

?

Submit ¡°Combine¡± requests for

students displaying on multiple rows.

?

Submit ¡°Move¡± requests for

students listed as tested but whom your

school did not test.

The Answer Documents Received and

Not Tested Students reports also provide

functionality for schools and districts to submit reasons

why a student did not test. It occurs both concurrently

and after the functionality is provided for verifying

answer documents for each test period. ¡°Not Tested¡±

reasons are reviewed for possible accountability

exceptions and are required for federal reporting.

? Submit a ¡°not tested¡± reason for all students

indicated as not tested on the Verification of

Students Not Tested report.

? If no reason is submitted, a reason of ¡°Absent¡±

and a status of ¡°Rejected¡± will be assigned.

? Student demographics/rosters cannot be changed

after the Accountable Students Enrolled and

Demographics review window has closed.

? For each student in grades 5 and 8 with an IEP

that requires a MI-Access science test, a Not

Tested reason of ¡°MI-Access Science (Grades5 and

8 Only SE)¡± must be submitted in order to ensure

these students do not count against their schools¡¯

participation rate in accountability.

Step 6 ¨C Submit Needed Student

Record Maintenance in MSDS

To report changes to student demographics or

enrollment that happened after the Fall/Spring student

count days, submit Student Record Maintenance (SRM)

in MSDS. Waiting until End-of-Year MSDS Collection

will be too late, and changes will not be captured for

accountability. SRM uploads must have ¡°AS OF¡± and

certification dates within specific date ranges to be

used in accountability.

? For WIDA ACCESS for ELLs and WIDA Alternate

ACCESS: ¡°AS OF¡± date deadline is March 2021;

Certification deadline is June 2021

? For M-STEP, PSAT8, SAT, & MI-Access: ¡°AS OF¡±

date deadline is May 2021; Certification deadline

is June 2021

Watch the OEAA Spotlight for further communications

and details on these dates.

Reference:

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Secure Site Training website,

Accountable Students & Test

Verification

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